General Instructions to Superintendents

General Instructions to Superintendents
State Examinations Commission




         Certificate Examinations


  General Instructions
  to Superintendents
         2019



Athlone Tel: 090 644 2700 Fax: 090 644 2794
Tá leagan Gaeilge den leabhrán seo ar fáil ach é a iarraidh
General Instructions to Superintendents
General Instructions to Superintendents
Significant Information
 You are required to have reviewed the following material before you commence your duty as an examination
 superintendent:

 •       These General Instructions to Superintendents
 •       The Day to Day Instructions to Superintendents (which you will receive when collecting the Examination Paper
         Box)
 •       The Superintendents training video (updated 2019) – is available for viewing on the SEC website
         www.examinations.ie (under the section titled “Information for Contract Staff”). It is a requirement that you view
         this revised training video.
 •       You must watch the training video and study the General and the Day to Day Instructions before engaging in the role
         of Superintendent at the certificate examinations.

The following brief notes are designed to assist you by highlighting significant information for this year’s examinations.
The purpose of this section is to highlight changes or particular issues. We have highlighted, as applicable, the relevant
section of the instructions which detail these issues.

1.       Leaving Certificate timetable changes for 2019
         In the interests of candidate wellbeing the 2019 Leaving Certificate written examination timetable has been
         extended beyond the traditional 13 day window to 15 days from the 5th June 2019 to the 25th June 2019. The
         extended timetable is to alleviate pressure on candidates and eliminate subject clashes as much as possible.

     •    Examinations scheduled for Monday 24th and Tuesday 25th June are:
                                       Date                        Morning           Afternoon

                                                                                   Classical
                                                         Italian                   Studies
                       Monday 24 June (Day 14)
                                                         Russian                   Latin
                                                                                   Technology

                                                         Japanese
                       Tuesday 25 June (Day 15)          Politics and Society
                                                         Arabic


     •    Main Examination timetable changes for 2019 are as follows:

                                     Subject               From (2018 Date)      To (2019 Date)

                      Agricultural Science                Day 9 AM (18/6)       Day 9 PM (17/6)

                      Accounting                          Day 9 PM (18/6)       Day 11 PM (19/6)

                      Design & Communication Graphics     Day 11 PM (20/6)      Day 12 AM (20/6)

                      Economics/Agricultural Economics    Day 12 AM (21/6)      Day 13 AM (21/6)

                      Italian                             Day 13 AM (22/6)      Day 14 AM (24/6)

                      Russian                             Day 7 PM (14/6)       Day 14 AM (24/6)

                      Classical Studies/Latin             Day 8 PM (15/6)       Day 14 PM (24/6)

                      Technology                          Day 13 AM (22/6)      Day 14 PM (24/6)

                      Arabic                              Day 5 AM (12/6)       Day 15 AM (25/6)

                      Japanese                            Day 13 AM (22/6)      Day 15 AM (25/6)

                      Politics and Society                Day 11 PM (20/6)      Day 15 AM (25/6)


     •    Examinations in the 18 Non-Curricular Leaving Certificate Language subjects and Leaving Certificate Ancient
          Greek and Hebrew Studies have been timetabled for Monday 17th June 2019 AM.

     While the 2019 timetable is designed to reduce clashes, if a clash of examinations is set to occur in your centre
     please run the examinations exactly as set out in the clash letters provided to you by the SEC. The Non Curricular
     Language and Russian scripts should be returned to the SEC by post in the maroon coloured plastic
     envelopes provided to the relevant centres.

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General Instructions to Superintendents
2.   In 2019, the SEC will use an online marking system in the following subjects:

     Leaving Certificate                                                     Junior Cycle
     Mathematics                                                             English
     Biology                                                                 French
     Physics                                                                 Science
     Chemistry                                                               Business Studies
     Politics and Society

     Online marking involves scanned images of examination scripts being marked by examiners on a computer, not
     by a computer. The computer is not marking any work. All candidate work is seen and marked by an examiner,
     as has always been the case.

     There are specific instructions that you must follow in order to ensure that the scripts being marked online can be
     correctly processed by the SEC. See Section 5 of these instructions for further details.

     There will also be specific instructions for each subject in the Day to Day Instructions.

3.   You may supply supplementary answer sheets to candidates who require extra paper to complete their answers, if
     they have run out of, or are about to run out of space in the main answerbook. Again this year, in addition to
     recording the date and time of issue on the first page of each supplementary answersheet, you must also record the
     time of issue on the cover of the candidate’s answerbook each time you provide him/her with a supplementary
     answersheet. (Please refer to Part 10 of this booklet and also to Part V of the Day to Day Instructions).
4. The number of labels provided to denote the level being taken by candidates (yellow labels with higher level, white
   labels with ordinary level and blue labels with foundation level) have been reduced as many question papers are
   also answerbooks and do not require a level label.
5. Pre-printed adhesive labels with candidates’ examination numbers will be provided. For their required use, please
   refer to Part 3, point 6 (v).
6. This year new arrangements are in place for the return of Advice Lists. All superintendents are now requested to
   return their advice lists by post each Wednesday at the end of the examinations on that day. In this regard Leaving
   Certificate Superintendents have been provided with 4 Advice List envelopes while Junior Cycle Superintendents
   have been provided with 3 envelopes. All advice lists for examinations that have been taken including that
   Wednesday should be returned on the Wednesday evening of each week during the examination period – see part
   14 for full details.

7. Junior Cycle Timetable – as part of the Junior Cycle reform in 2019 the Business Studies and Science Examinations will be
   examined at common level. Business Studies is now a single paper examination. Examinations traditionally held on the final
   afternoon of the Junior Cycle examinations (Technology, Italian and Ancient Greek) have been brought forward to Tuesday
   afternoon 11th June 2019.

8. A superintendents’ partner system, designed to ensure that the correct papers are opened, is in place in relation
   to examination paper packet validation. This requires individual superintendents to collaborate with a nominated
   superintendent prior to each examination sitting in order to validate that the packets of examination papers they
   have each taken from the examination paper boxes are correct for the session next scheduled to commence. A
   candidate in the centre will validate the opening of the examination papers prior to the commencement of each
   examination session. See PART 6 of this booklet for full details.

9. Junior Cycle Examination in Irish is timetabled for Thursday 6th June AM, Paper 1 starts at 09:30. The Aural Test
   is integrated into the written paper (it forms question 1 of paper 1 at all levels) and will be run concurrently for all
   levels. Junior Cycle Examination Higher Level Irish Paper 2 will commence at 2 PM on Thursday afternoon (6th
   June). Please note that Candidates taking Foundation Level must be in a separate examination centre from those
   taking Higher and Ordinary Level as there is a separate CD for the Foundation Level Irish Aural test.

10. Leaving Certificate Irish - Monday 10th June PM. The Aural Comprehension test is integrated into the written paper.
    There is no separate aural test at any level in that subject and the aural now forms question 1 of Irish Paper 1 Higher
    and Ordinary Levels and Question 1 of Irish, Foundation Level.


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General Instructions to Superintendents
11. Again this year, superintendents of special examination centres have been provided with a zipped pouch which
    they are required to use in transporting live papers from the main centre to the special centre and for returning
    scripts from the special centre to the main centre. (For further details see PART 6, para. 3)

12. Examination papers should be handed out face upwards and not downwards.

13. You will be provided with a poster in relation to the colour coding of examination paper covers. You must display
    this notice in a prominent place inside the examination centre. Note the colour change which has being extended
    through all Certificate Examinations in 2019.

14. In 2017, examination papers appeared on social media before the end of certain examinations. This happened
    as a small number of superintendents allowed teachers in the school to collect papers from their centre before the
    end of the exam. Other than providing special centre superintendents with examination papers (for
    candidates, taking their examinations in special centres attached to your centre) you must not give papers
    to anyone else prior to the end of the examination session. Candidates leaving the exam centre early are not
    permitted to bring the exam paper with them. This year the paper for each examination will be published on the
    SEC’s website – generally at 11:30 AM for morning exams and 4:00 PM for afternoon exams although this may
    vary depending on that day’s timetabling. Personnel in the school seeking early access to papers should be advised
    accordingly.

15. In order to facilitate the safe movement of examination paper boxes you will be provided with a hand truck. You
    must accept and use the hand truck provided to you by the SEC. The hand truck must be returned in the stationery
    box at the end of the examinations – See training video and also appendix 7 in this booklet for the safe use of
    the hand truck.

16. Breach of Regulations, this year you will be provided with a PINK plastic envelope to return the examination
    script or documentation where it is suspected that a breach may have occurred. These envelopes should be returned
    directly to the SEC and should not be enclosed with other scripts – See Part 17.




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UNFORESEEN ABSENCE / EMERGENCIES
 If, because of illness or some other reason, you are unable to carry out your duties, you should inform the SEC
 immediately by telephone at (090) 6442895.

 Pending assistance from the SEC, you should, if necessary:-

 (a)   where the Centre is a school, send the Attendant with a request to the Manager/Principal to have a
       reputable person (e.g. principal, school secretary, manager, clergyman) take your place;

 (b)   where the Centre is not a school, contact through the Attendant, a reputable person in the
       neighbourhood to act as Superintendent.

 (c)   The Attendant should never be engaged to carry out supervisory duties in your centre.

 Please note for (a) and (b) as outlined above, all details of arrangements must be notified to the SEC as soon as
 possible by phone and in writing.

 It is important that you make yourself aware of the fire regulations of the Examination Centre and of other
 emergency procedures. In the event of an emergency (e.g. a fire), you should be guided by the appropriate
 authority in order to ensure the safety of all concerned.

 Familiarise yourself with Appendix 6 – Emergency Evacuation procedures for Examination Centres.



 CONTACT DETAILS
 You may need to contact the SEC during the course of the examinations, for example to request additional examination papers
 or stationery or to report any matter of concern regarding the running of the examinations. Contact details are as follows:
        • General Enquiries/Unforeseen Absence –           Phone (090) 644 2895
       • Shortage of examination papers -                 Phone (090) 644 2700
       • Shortage of stationery –                         Phone (090) 644 2702

 If anything happens during the examinations which may threaten the integrity of the examinations, ring the SEC

 immediately on   1800 283 071 (for ease of reference it is recommended that you store this number in your mobile
 Phone).
Familiarise yourself with Appendix 6 – Emergency Evacuation Procedures for Examination Centres



                  CONTACTING YOU DURING THE EXAMINATIONS
 Should an emergency situation arise during the period of the written examinations, it is vital that the SEC can
 contact you as we may need to advise you of changes to the start time, date or location of an examination. If
 there is any change in your contact details i.e. mobile phone number notify us immediately - see page 9 point 5.

 The easiest and most convenient means of contact with you at short notice is by SMS text message. Therefore,
 it is essential that your Mobile Phone is only switched off during each examination session. You should get
 into the habit of checking your mobile phone between exam sessions and before you leave the examination
 centre each day.

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CONTENTS

PART                                                                                                                                                              PAGE

1.      Security of the Examination Papers .................................................................................................................. 7
2.      Penalty for Failure to Comply with Instructions ................................................................................................10
3.      Contacting the School Prior to the Examinations and Arrival at Examination Centre .......................................10
4.      Preparation for the Examinations .......................................................................................................................14
5.      Online Marking ………………………………………………………………………………………………..15
6.      Validation, Opening and Distribution of Examination Papers and Answerbooks ............................................. 17
7.      Admission of External Candidates for the Leaving Certificate Examinations ................................................... 22
8.      Making Announcements in Irish ........................................................................................................................ 22
9.      Conducting the Examination .............................................................................................................................. 23
10.     Stationery Requirements .................................................................................................................................... 25
11.     Shortage of Examination Papers ........................................................................................................................ 27
12.     Use of Formulae and Tables booklets, Electronic Calculators, Geography Aids,
        Bilingual Dictionaries ........................................................................................................................................ 28
13.      Termination of an Examination Period ..............................................................................................................30
14.      Instructions for Completion of Centre Roll and Advice Lists ............................................................................31
15.     Transmission of Answerbooks to the SEC .........................................................................................................35
16.      Termination of Examinations at a Centre ...........................................................................................................36
17.      Breach of Regulations – Procedures to be followed...........................................................................................39
18.      Candidates who need Reasonable Accommodations (see also separate Booklet) .............................................41
19.     Claiming Payment for Your Work .....................................................................................................................44
20.     Dignity in the workplace – Anti-Bullying & Anti-Harassment Policy .............................................................. 46
21.     Protected Disclosures Procedures....................................................................................................................... 47

                                                                              Appendices
APPENDIX 1 Duties of the Attendant .........................................................................................................................48
APPENDIX 2 Education Act 1998 ..............................................................................................................................49
APPENDIX 3 Circular S04/19 Use of Bilingual Dictionaries in the Certificate Examinations...................................50
APPENDIX 4 Extract from the Rules and Programme for Secondary Schools. Section XI - Conduct of Candidates
           during Examinations .............................................................................................................................51
APPENDIX 5 Table of Contents for Large Superintendent’s Envelope ......................................................................55
APPENDIX 6 Emergency Evacuation Procedures for Examination Centres ......................................................56
APPRENIX 7 Hand Truck ...........................................................................................................................................57
APPENDIX 8 Confirmation .........................................................................................................................................58

APPENDIX 9 Alleged Breach of Regulations Certificate Examinations 2019 – Superintendent Report Form ..........59



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PART 1 - SECURITY OF THE EXAMINATION PAPERS


1.   General

     (a)   The custody of the examination box and papers is your most serious responsibility. You must
           use every possible precaution to prevent the sealed packets of examination papers from falling into
           other hands or from being tampered with in any way or opened until the time appointed for the
           distribution of the papers.

     (b)   A Superintendent found guilty of improper conduct will render himself/herself liable to have action
           taken against him/her – the Education Act 1998 includes criminal offences which relate to the
           Certificate Examinations (see APPENDIX 2).

     (c)   You shall allow duly accredited officers of the SEC, on presentation of photographic I.D., to inspect
           the sealed packets of examination papers.


2.   Safe custody of examination papers

     (a)   You will be advised of the time and the location of the Distribution Centre at which the box(es) of
           examination papers should be collected and also of the location at which the box(es) of examination
           papers should be kept in safe custody. On receipt of the box(es) of examination papers proceed directly
           to the location designated for its safe custody.

     (b)   At the distribution centre you will be supplied with a hand truck to safely transport the boxes of
           question papers from the Distribution Centre to your vehicle and from your vehicle to the designated
           secure location for holding the question paper boxes. You should also use the hand truck at the
           conclusion of the examinations at your centre in order to safely transport examination material to the
           nearest designated An Post depot - (refer to Appendix 7 for correct use of hand truck).

     (c)   Do not, under any circumstances, leave examination papers unattended at any time including
           in unoccupied vehicles.

     (d)   The key(s) of the box(es) of examination papers will be handed to you at the Distribution Centre by
           the SEC’s representative and you must carefully retain them.

     (e)   The custodian of the location designated for the safe custody of the box(es) of examination papers
           will provide suitable premises for storage of the box(es).

     (f)   The key of the room in which the box(es) will be kept will be retained by the custodian.

     (g)   Where a locked press is provided the key should also be retained by the custodian.

     (h)   You will be given access to the room before each examination session to obtain the packet(s) of papers
           for that examination session. Prior to leaving the room ensure that you have all the packets that you
           need.

           In exceptional circumstances where approved by the SEC, you may be given the option of taking the
           packet(s) of papers for that day’s examinations (morning and afternoon sessions). In such
           circumstances you should ensure that the sealed packets of examination papers are not left unattended
           at any time.




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(i)   You should maintain a close liaison with the custodian during the period of examinations and have due
      regard to the wishes of the custodian in all matters relating to the custody of the box(es) except where these
      wishes give you cause for concern about safe custody. In particular, where the box(es) is(are) held in a
      Garda Station, you should bring personal identification EACH DAY.

(j)   Any issues regarding the accommodations provided, whether in a school or a Garda Station, should be
      directed to the State Examinations Commission. However it should be noted that Garda Stations may be
      limited in the accommodations which can be provided to store examination paper boxes.

3.    Arrival at Distribution Centre – Tuesday 4th June 2019.
      It is important that you arrive at the Distribution Centre at the time specified in your letter of
      Assignment. You will be required to produce your letter of Assignment and photo I.D. to gain access
      to the distribution centre. Arrival times have been scheduled by the SEC to help ensure the safety
      and security of the examination papers and the smooth running of the distribution process.

      If you arrive at the Distribution Centre earlier than the specified time to collect the box(es) of examination
      papers, you may not be dealt with until your scheduled time. If you arrive late, you may be further delayed,
      as priority will be given to Superintendents who arrive at their scheduled time. If you are inordinately
      delayed in collecting your box(es) of examination papers, e.g., because of a car breakdown, you must
      contact the SEC at the earliest opportunity. If you fail to do so you are liable to be dismissed as, of necessity,
      you will be replaced by a reserve superintendent.

 4.   Checking the Box(es) of Examination Papers
      You must check the contents of your examination paper box(es) before leaving the distribution centre. In
          order to check the contents properly, you will need to be familiar with the following information:
      •   The total number of candidates entered for each level of each subject is shown on the Examination
          Paper Quantity Notice (EPQN) which is contained in your large Superintendent’s envelope. This
          notice (and transfer notice, if applicable) will also include details of candidates transferring into your
          centre.
      •   The examination paper packets are colour coded – GREEN indicates a MORNING session,
          ORANGE indicates an AFTERNOON session. The examination paper packets are also stamped
          MORNING and AFTERNOON.
      •   Each packet bears a white label which shows the subject, date and time of examination, examination
          session number, centre number and the quantity packed for each level. The quantity appears under
          the letter denoting the relevant levels as follows:
          A = Árd/Higher, G= Gnáth/Ordinary, B = Bonn/Foundation, C= Comónta/Common.
      •   For most subjects all levels are packed in one packet. Where it is necessary to use more than one
          packet to hold the papers for all the candidates in a subject or subject level, such packets will be
          marked 1/2, 2/2 (or 1/3, 2/3, 3/3) as appropriate. An extra packet of papers may be caused by late
          entries in which case the label will bear the initials ‘LP’ in manuscript.
      •   Examination paper packets containing separate Irish versions of the examination papers will have the
          words ‘Trí Ghaeilge’ at the top of the label –note these are not on the EPQN.
      •   You will receive where applicable (in your large Superintendent’s envelope) details of candidates in
          your centre who:-
          (a) require modified, enlarged or Braille versions of the examination papers together with the
                 accommodations to be provided. Alternative versions of the papers referred to above are packed
                 to individual packets appropriately labelled and will be found in your examination paper box
          (b) have subject clashes.


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•     If your centre closes before the end of the examination period you should have examination papers
           in your box(es) only for subjects which are timetabled up to and including the date noted at the bottom
           of your Centre roll.
     •     A Table of the contents/checklist of your Large Superintendent’s envelope is shown in Appendix 5.
     •     All Non-Curricular language (NCL) subjects will be held on morning of Monday 17th June this year.
           You are required to check each packet against the EPQN. You have received maroon coloured
           envelopes for individual return of the examination scripts for the NCL subjects.

     Step 1: - Sort the Contents of the box

     When sorting the contents, you should first sort the packets into timetable order. To help you, we have
     allocated a number to each examination session in timetable order. These session numbers are shown at
     the left hand corners of the label on the examination paper packet. These session numbers are also shown
     beside the time for each individual examination session in the Day-to-Day Instruction booklet and on the
     timetable. By arranging your packets in numerical order, with lowest number on top, they will be in
     timetable order.

     Step 2: Check the Contents of the box

     Please check that;
     • the centre number on the label on each packet is proper to your centre
     • you have a supply of papers for each subject as indicated on the EPQN
     • Where Irish (Trí Ghaeilge) version of the papers are supplied the quantities shown will be the same as
          the English version detailed on the EPQN
     • the number of papers supplied for each level exceeds the number of candidates opting to take that
          level as indicated on the EPQN.
     If you are in any doubt regarding the adequacy of the supply do not hesitate to request the assistance of the
     SEC officials in attendance at the Distribution Centre.

     If you find a packet(s) of examination papers in your box(es) which is:-
     • not proper to your centre
     • is open or damaged in any way

     please bring to the immediate attention of SEC officials who are in attendance and who will advise you on
     what should be done with such packets.

     When you have checked that you have all necessary papers, arrange the packets in session number order
     with the lowest number on top and return them to the box(es). Remember that when you repack the
     question paper box the packet with the later date (i.e. the higher session number) goes into the box first
     followed by the next highest and so on until the packet for your first exam is at the top on the box.

     If you discover that you are short of papers at a later stage you should advise the SEC immediately by
     telephone at (090) 644 2700/Fax (090) 647 8430 (For examination papers only).

5.   General Enquiries / Unforeseen Absence / Change of Details

     The SEC will contact you using the address and phone numbers supplied on your application form. If
     there is any change in your contact details, you must notify us of your revised details immediately to (090)
     644 2895/2893. This is essential to ensure that the State Examinations Commission can make immediate
     contact with you, should the need arise, throughout the period of the examinations.




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6.     Contacting you during the Examinations

        Should an emergency situation arise during the period of the written examinations, it is vital that the SEC can
        contact you as we may need to advise you of changes to the start time, date or location of an examination. If
        there is any change in your contact details i.e. mobile phone number notify us immediately.

        The easiest and most convenient means of contact with you at short notice is by SMS text message. Therefore,
        it is essential that your Mobile Phone is only switched off during each examination session. You should get
        into the habit of checking your mobile phone between exam sessions and before you leave the examination
        centre each day.


                 PART 2 - PENALTY FOR FAILURE TO COMPLY WITH INSTRUCTIONS


 Apart from the criminal offence and penalties contained in the Education Act 1998 (APPENDIX 2) if you fail to
 comply fully with the SEC’s Instructions or if you act in a way which jeopardises the security or integrity of the
 examinations or if you act in a way which jeopardises the performance of the candidates, you are liable to be dismissed
 immediately and you may also be refused any future appointment. If you are dismissed, you shall have no claim
 whatsoever against the SEC for remuneration or expenses.


                PART 3 - CONTACTING THE SCHOOL PRIOR TO THE EXAMINATIONS AND
                               ARRIVAL AT EXAMINATION CENTRE

 1.     Contact the School
        On receipt of the Letter of Assignment, you must contact the Authorities of the School/Centre in which you are
        to act and also, where necessary, the custodian of the location designated for the safe custody of the box(es) of
        examination papers. You should obtain an outside-hours contact number for the school/centre which you
        can use in an emergency.

 2.     Agree a Time of Attendance
        In making contact, you should identify yourself to the authorities and agree on the most suitable time (after that
        specified in the Letter of Assignment for the collection of the box(es) of examination papers) on Tuesday 4th
        June for the purpose of securing the box(es) of examination papers and setting up the Examination Centre.

 3.     Bring the Box of Papers to the Secure Location
        The secure location may be at the school or at another location such as a local Garda Station. When you leave
        the Distribution Centre, your immediate priority is to bring the box(es) of examination papers directly to the
        secure location indicated on your Letter of Assignment. DO NOT LEAVE THE PAPERS UNATTENDED AT
        ANY TIME INCLUDING IN A LOCKED VEHICLE.

 4.     Meet the School Representative and Confirm Arrangements
        On arrival at the Examination Centre, you should:-

        (i)     invite the School Authorities (i.e. Manager/Principal, or authorised representative) to compare the School
                Roll against your Centre Roll. School Authorities have been requested to make themselves available to
                make this check with you.

        (ii)    check with the School Authorities, the details of any Reasonable Accommodation arrangements in place
                for candidates on the Centre Roll including those who are sitting in special centres.

        (iii)   there should be no phones in candidates’ possession at the commencement of each examination. You
                should discuss with the School Authority the arrangements that they have made to ensure that candidates
                comply with this rule. Neither the SEC nor its agents will accept any liability for loss or damage to phones
                which candidates bring with them into the examination centre or which they have left outside the centre
                in order to comply with rules.

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(iv)     confirm that the information on the Centre Roll regarding Irish versions is correct. Candidates taking
                 examinations through Irish will have the letter ‘G’ printed after the predicted level, e.g., AG or GG, on
                 the Roll.

        (v)      a candidate who is sitting Art will have an entry on your Centre Roll for Art, History and Appreciation
                 only.

        (vi)     clarify the school’s proposed arrangements for the sitting of Aural Tests. It is essential that you take the
                 opportunity to familiarise yourself with the actual CD player or other playing equipment to be used in
                 your Centre – see the relevant section on Aural Tests in the Day-to-Day Instructions. Junior Cycle
                 Examination candidates who are moved to a room other than the normal examination centre because of
                 the aural element of a language subject must complete the entire paper in that other room.

        (vii)    the Aural Comprehension Test in Leaving Certificate Irish is integrated into the written paper 1 at Higher
                 and Ordinary level and written paper at Foundation level. Leaving Certificate and Junior Cycle
                 Foundation Level Irish candidates are now sitting the aural test at the same time as candidates taking the
                 Higher/Ordinary Level Irish examination. However the CD used for Foundation Level Irish is different to
                 that used for Higher/Ordinary Level Irish so it will be necessary to establish in advance the level to be
                 taken by each candidate and to separate candidates accordingly. Foundation Level candidates will need to
                 be accommodated in a separate centre. In such circumstances the school should arrange the appointment
                 of an additional superintendent(s). Where candidates are moved to a separate centre to provide the
                 conditions required for the aural test, they must remain in that centre for the remainder of that examination
                 session.

                 This alternative room where the aural examination is held should be laid out with the normal spacing of
                 desks.

        (viii)   Remind School Authorities that candidates are not allowed to bring mobile phone/electronic
                 communication/storage devices into the Examination Centre whether switched on or not.

 5.     CHECK THE STATIONERY

        Leaving Certificate and Junior Cycle Centres

        A large plastic stationery box has already been sent to Leaving Certificate & Junior Cycle Centres. The box has
        been sealed by means of two orange tamper evident security seals. You will be provided with a two part
        stationery contents list. You are required to carefully check the box contents against the list. Sign and return the
        top copy of the list in the envelope provided to the SEC immediately confirming that the contents of the
        stationery box have been checked.

        Note:-
        You will be provided with special answerbooks for Leaving Certificate Chemistry, Biology and Physics - note
        that while they are detailed on the stationery list they are not in the box but they will be posted to you at the
        School in which you are superintending before these examinations.

        A supply of numbered orange replacement seals have been included in your stationery box. Each time you open
        the box you break the seal. Use two replacement seals to reseal the box and record the serial numbers in the
        relevant section of the Record of Posting booklet. The used seals should be retained and returned in the stationery
        box at the end of the final examination. The box should be returned sealed. One orange seal should also be used
        to secure the empty question paper box when retuning it at the closing of your examination centre.

        LCA Centres
        There is no box of stationery for LCA centres. All stationery requirements for the LCA examinations are
        included in the LCA examination paper box or in the special LCA envelope you receive on arrival at the
        Distribution Centre.


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All Centres

        The supply of stationery, whether in a box or a special envelope, should be checked against the stationery list
        supplied. It is most important that the supply of stationery is thoroughly checked on the day prior to the
        commencement of the examinations. You should check in particular that you have an adequate supply of the
        Formulae and Tables booklets, special Accounting answersheets, isometric and squared paper.
        The SEC has reduced the quantities of answerbooks supplied this year as the examination paper in many subjects
        is also the answerbook. You should take this into account when checking your stationery supplies and use the
        Day-to-Day instructions to assist.
        Stationery has been packed for the duration of the examinations in your Centre. This means that if you are in a
        Centre receiving candidates from another Centre, you should have sufficient stationery to cover all days. You
        are not due to receive stationery from other Centres when they close.
        For Centres remaining open late in the examination period, any stationery that did not fit in the main stationery
        box is supplied in a supplementary cardboard box.
        If you do not have enough of any item of stationery, you can either get additional supplies from a Superintendent
        in a nearby centre or by contacting the SEC at (090) 644 2702. Requests for stationery which is required for an
        imminent examination session will receive priority attention.

        Centre Stamp
        You will be provided with a stamp to identify material proper to your centre, the ink pad is in the stationery box.
        The numbers on the centre stamp are adjustable and not fixed. Ensure that the centre number on the Centre Stamp is
        set to your Exam Centre number. If not, change the number to your centre number. NOTE: One of the most
        common errors made by superintendents is not changing the centre number to the one for their centre. This in
        turn has led to scripts being stamped with an incorrect centre number. Such errors have the potential to lead to
        delays and difficulties in the processing of examination results for candidates.

 6.     PREPARING THE EXAMINATION CENTRE
        (i)     Display the TIMETABLE, THE NOTICE (PENALTY FOR VIOLATION OF REGULATIONS),
                NOTICE TO CANDIDATES (QUESTION PAPER COVERS COLOUR) and NOTICE
                EXAMINATION IN PROGRESS prominently both inside and outside the examination centre. The
                notice indicating that the room is being used for the examination it should be prominently placed
                outside the entrance door.
        (ii)    Remove or turnover all maps, charts, and other educational material in the Examination Centre.
        (iii)   A clock showing the correct time should be clearly displayed in the Examination Centre. If there is
                no clock already in the Centre, one should be borrowed from the school. The clock features should
                be plainly visible to all candidates. You should carry out regular checks to make sure that all clocks
                used in the examination centre are in good working order and show the same time – shared halls,
                multiple centres in a hall, all clocks should be set to the same time.
        (iv)    If there are not enough desks/tables and chairs in the centre to cater for the number of candidates,
                extra desks, etc., should be obtained by hire or loan.
        (v)     If possible, arrange the desks so that the candidates are seated at least 1.5 metres or 5 feet apart. Pre-
                printed adhesive labels with candidates’ examination numbers will be provided. Place them
                sequentially on the desks working in rows from the front of the room to the back. Blank adhesive
                labels will also be provided for candidates transferring in from other Centres, External Candidates
                and for Aural examinations etc.
                In mixed Centres (i.e., Junior and Leaving combined) the candidates should, as far as possible, be so

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arranged so that those taking the same examination may not be close to one another.
        (vi)   When these arrangements have been completed, draw a plan of the Examination Centre. This plan
               should be drawn approximately to scale on the Final Report Form and should indicate:–

               -   the exact position assigned to each candidate, showing in each case the examination number;
               -   the direction in which candidates face;
               -   the position of your table;
               -   the position of the entrances and the windows.

        Additional plans must be prepared where necessary, e.g., Aural examinations, following transfer of
        candidates from other Centres etc.
        Ensure that the Examination Centre is kept in a clean and tidy condition throughout the period of
        examinations in your Centre.

 7.     Check details with the School Authorities regarding appointment of Superintendents for special
        examination centres or whether any student in your main centre has been provided with reasonable
        accommodations. Acquaint yourself with the special centre superintendents assigned to your Centre.


 8.     ATTENDANTS

        Hire of the Attendant

        Unless the SEC otherwise directs, you must engage a suitable person to act as an Attendant for your centre.
        When the Centre is at a school, preference should be given to a person recommended by the School
        Authorities.

        You are required to pay the Attendant at the end of your assignment for which you will be reimbursed.
        Attendants are paid per session, the rates are shown on the reverse side of the Attendant time sheet which
        will be in the document envelope that you received at the distribution centre. In order to claim
        reimbursement of the attendant’s payment from the SEC, you must obtain a receipt from the Attendant on
        the appropriate form (attendant’s timesheet). If necessary, you may employ the Attendant on the day
        preceding the commencement of the examinations to arrange the centre, etc. You are not authorised to
        employ the Attendant for any day after the conclusion of examinations in your centre. You are not
        responsible for the payment of any other attendant at the school other than your own centre.

        Access by Attendants to Centres

        The Attendant, unless specially summoned by you, must be excluded from the centre during the period of
        examination and during the distribution of the examination papers. Attendants are specifically prohibited
        from (1) distributing and collecting examination papers or stationery, (2) undertaking any supervisory
        duties in the examination centre and (3) collecting candidates’ answer-books after each examination. The
        Duties of the Attendant are specified in APPENDIX 1.

        N.B. Through engagement with School authorities attendants are required to attempt to control noise around
        the centre as far as reasonably practicable. However, you are responsible for this and you should engage with
        the school authority if there are difficulties with noise control and/or student behavior outside the centre.




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PART 4 – PREPARATION FOR THE EXAMINATIONS


1.    Attendance before each examination session
      On the first morning of the examinations (Wednesday 5th June), having collected your examination papers,
      you should be at the school at 8.30 a.m. to arrange for the validation process which includes meeting with
      your partner superintendent and to admit candidates. (See PART 6 of this book for full details). You should
      be in the centre at least a half an hour before each examination session thereafter.
2.    Admission of candidates who arrive late
      Unless there are very extenuating circumstances, e.g. disruption of public transport or otherwise, a candidate
      should not be permitted to enter the Examination Centre any later than 30 minutes after the scheduled start
      time of the examination. If a candidate is admitted late, due to exceptional circumstances, you should record
      details on the Advice List. In no circumstances shall you give permission to a candidate to work on an
      examination paper at a time other than that set out in the official timetable, unless specifically directed
      otherwise by the SEC. In the case of a candidate arriving late for an examination with the aural element at
      the beginning – the candidate may not be admitted to the centre once the aural test has commenced. The
      candidate may be admitted to the written part of the examination. Contact should be made with the SEC
      for advice on the aural test. Candidates arriving late to an aural exam which is in a separate session
      (following the written paper) should generally not be admitted. Contact may be made with the SEC for
      advice.
3.    Candidates sitting in incorrect Centre
      If, at the start of an examination session, you discover that certain candidates who are not assigned to your
      centre have presented themselves for examination, they should be permitted to remain in your centre until
      the conclusion of that examination. A note should be included on the Advice List and the candidates should
      be entered on the Centre Roll and Advice List, see PART 14 – Instructions for Completion of Centre Roll
      and Advice Lists.
4.    Penalty for Violation of Regulations by Candidates
      Before each examination session, draw the attention of candidates to the notice titled ‘Penalty for
      Violation of Regulations’.
      You must;
       • instruct candidates that they are not allowed to have mobile phones, personal music players, lap-
          tops/tablets, electronic pagers, smart watches or any other electronic devices with them in the centre
          whether switched on or not. Arrangements should already have been made with the school for safe
          custody of phones See3.4(iii). (There are exceptions for reasonable accommodation students using
          Assistive Technology)
       • instruct candidates to ensure that no papers, books, notes, pencil cases, etc., have been left on or
          around their desks or have been retained on their person and that they are left out of sight of
          candidates at all time for the duration of the examination.
       • give candidates an opportunity to get rid of such material.
      N.B. This last point is particularly important as a Breach of Regulations may be determined as a result of
      a candidate bringing prohibited material into the centre. You should not be concerned with whether or not
      the candidate attempted to access such material. See Part 17 for procedures to be followed in case of a
      suspected breach of the regulations.
5.    Reminder to Candidates with regard to examination paper colours
      Before each examination session, draw the attention of candidates to the notice which reminds candidates
      that examination papers for different levels are printed on different coloured paper. Particular attention
      should be given to the new colours and design of the Junior Cycle examination paper covers this year a
      new Common Level Design/Colour has been introduced for Business Studies and Science – Ochre &
      white ellipse.

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PART 5 – ONLINE MARKING


1.    Online Marking
      The State Examinations Commission (SEC) successfully used an online marking system to mark Junior Certificate
      Higher Level French in 2016, and Junior Certificate Higher Level French and Junior Cycle English in 2017. This
      year, the following subjects will be marked online.

                           LEAVING CERTIFICATE                                             JUNIOR CYCLE
                   Mathematics      Biology                                        English         Science
                   Chemistry        LCVP -Link Modules                             French          Business
                                    (Written paper)                                                Studies
                   Physics          Politics & Society

      Online marking facilitates high quality, reliable marking of candidates examination responses. There are many
      advantages to online marking both for the examiners and for the examination system as a whole. In particular,
      marking online allows examiners to focus on the marking exercise and not on the administration of the marking. As
      the calculation of marks are inherent in the system, online marking eliminates the possibility of mistakes being made
      in mark calculation and transcription. The SEC intends to roll out online marking to all Leaving Certificate and
      Junior Cycle subjects by 2022.

      There is no significant change for candidates. They will sit their examinations in the normal way. When the scripts
      are returned to SEC their scripts will be scanned and will become an electronic script. The paper script will also be
      retained. The candidates’ work is being marked on a computer not by a computer.

      We have issued Information Leaflets to Leaving Certificate and Junior Cycle candidates to explain online marking
      to them.

      There is some important information that you must be familiar with before commencing examinations in any
      of the subjects being marked online. You must also follow the directions in the Day to Day Instructions for
      each subject.


      Structure of Stationery for Candidates to Complete their Responses

        Leaving Certificate                                           Junior Cycle
        Mathematics       Combined Question /Answer Booklet           English          Combined Question /Answer Booklet
        Biology           Combined Question /Answer Booklet and       French           Combined Question /Answer Booklet
                          special barcoded Answer Booklet
        Physics           Special barcoded Answer Booklet             Science          Combined Question /Answer Booklet
        Chemistry         Special barcoded Answer Booklet             Business         Combined Question /Answer Booklet
        Politics & Society Combined Question /Answer Booklet

        •      There are minor modifications to the Combined Question/Answer Booklet for online marked subjects to facilitate
               the scanning process. There are barcodes on the cover and on each page.
        •      The short answer section in Leaving Certificate Biology is now a separate returnable section.
        •      There is a new barcoded answer booklet especially for use in Leaving Certificate Biology, Chemistry and
               Physics. Distribute it in these subjects in place of a standard answer booklet. The new answer book contains
               graph paper throughout so loose sheets of graph paper should not be required. Ensure that candidates complete
               the front cover correctly to denote the subject, level and version (Irish or English) that they are taking. Instruct
               candidates to clearly mark each question number in the space provided and to use a new page for every answer.
               (For an example of the completion of the cover, see Part 6 point 5(h))

        •      Instruct candidates to complete their responses using the spaces provided on combined question paper/answer
               booklet to ensure that all of their responses are captured in the scanning process. If candidates write outside
               of these areas, there is a small risk that this will not be seen by examiners.

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Treasury Tags
      The instructions that apply to providing and using treasury tags to attach supplementary stationery do not apply to
      any subject being marked online. In these subjects do not provide treasury tags to candidates and do not use treasury
      tags to attach stationery in these subjects. Any supplementary sheets should be inserted into the candidate answer
      book.

      Supplementary Paper
      The combined question paper/answer booklets, and the new Leaving Cert answer book, have all been designed to
      allow sufficient writing space for candidates. In line with longstanding SEC practice, you should only supply
      supplementary paper, as and when required, to candidates who run out of space in which to complete their answers
      towards the end of the examination session. Under no circumstances, should supplementary paper be provided
      at the commencement of these examination sessions. In providing supplementary paper to candidates that need it,
      you must instruct them to record their question numbers to the right of the page margin on the supplementary answer
      sheet. (For an example of this, see Part 10 point 3)

      Junior Cycle English, Business Studies and Science
      A separate Assessment Task booklet (AT) was completed by candidates during the school year. You will receive
      the AT booklets from the school authority. At the end of each examination session in these subjects you should match
      the appropriate AT to the script of the candidate following the procedure in the Day to Day Instructions. Remember,
      do not use treasury tags to associate the AT with the candidate’s script. If you receive an AT for a candidate that is
      not in your Centre (e.g. candidate has left the school) you should just return this to the SEC in the transmission
      envelope. Record this on the Advice List. In other instances where you end up with an AT without a matching script
      or if you have a script without an AT, record the missing component on the Advice List.

      Pens and Pencils
      The examination papers in subjects being marked online will include the following instruction “Write your answers
      in black or blue pen. You may use pencil for graphs and diagrams only.”

      We have had lots of questions about this instruction from teachers, parents and candidates and have clarified this to
      them. Our strong recommendation is that candidates use blue or black pen for writing their answers. We have
      said that the use of pencil (incl. coloured pencil) should be restricted to graphs and diagrams. If candidates do use
      pencil for writing, they have been made aware that faint pencil may not be clearly visible to the examiner.

      You should be aware of this clarification as it is not up to you to stop any candidate from writing in pencil if they
      decide to do so.

      Instruct candidates that Gel Pens may not be used as they may fail to be detected by scanning devices. Also instruct
      candidates not to use correcting fluid.




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PART 6 – VALIDATION, OPENING AND DISTRIBUTION OF EXAMINATION
                                  PAPERS AND ANSWERBOOKS


 1.     Validating the Examination Paper Packets

        Prior to leaving the secure storage location for your examination paper box, ensure that you have
        collected all the papers required for that session.

        Your Large Superintendent’s Envelope will contain details of your partner centre for the purpose of
        ensuring that you have the correct examination paper packet(s) for the examination session about to
        commence. School authorities have also been notified of the centres which are matched together for
        this purpose. They have also been asked to make a suitable venue available to Superintendents for the
        purpose of meeting to validate the examination paper packets.

        Before the start of each examination session you must meet with your partner superintendent at that
        venue to ensure that the packet that you have collected from the examination paper box is correct for
        the session about to commence. Under no circumstances should this process be conducted at a location
        other than the school. Under no circumstances should packets be validated in advance of the next
        session. You must only collect and validate one colour of exam packet at one time:- morning packets
        are Green , afternoon packets are Orange.

        You and your partner Superintendent must confirm that:

        (a)    all seals are intact and that the packet(s) has not been tampered with or opened.
        (b)    the examination details on the label of each packet correspond to the timetable and are correct for
               the examination session about to commence. The relevant timetables can be located at the front
               of each superintendent’s respective Day-to-Day instructions.

        You must both then complete and sign the Declaration at Panel 1 of the examination paper packet. If
        you are assigned to a school where there is only one examination centre you must conduct the process
        outlined above by engaging with a representative of the school authority (Examinations Aide,
        Examinations Secretary, Deputy Principal, Principal/Manager).

        If for any reason, your partner superintendent is not available (delay in returning to centre, no
        candidates for examination in their centre for a particular session(s)), you must conduct the process by
        engaging with another superintendent assigned to the school or a representative of the school authority
        (Examinations Aide, Examinations Secretary, Deputy Principal, Principal/Manager).

        Once you are satisfied that you have the correct examination paper packet(s) for the session that you
        are about to start, proceed to your centre with the unopened packet(s).

        Under no circumstances should you validate an examination paper packet for an examination other than
        the one about to commence. The examination paper packets for the morning session (green in colour)
        must be validated in the morning and the packets for the afternoon session (orange in colour) in the
        afternoon.

        If anything happens which may threaten the integrity of the examinations, ring the SEC immediately
        at 1800 283 071.

        If at any stage you believe you have made an error in handling or giving out the exam papers
        please contact us on this number.

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2.     Opening the Packets of Examination Papers
        Do not open the examination paper packets until you are in the centre and ready to start the
        examination. Consult the Day to Day Instructions and List of Corrections for the specific arrangements
        for each examination session.
        Immediately before opening a packet(s) of examination papers:
        (a)    ask a candidate from the centre to confirm that the packet is closed and that the seals on the
               packet are intact.
        (b)    once you have received that confirmation, ask that candidate to sign Panel 2 Witnessing of
               packet opening.
        (c)    In the presence of that candidate open the packet.
        (d)  Check that each paper in the packet is correct for that examination session prior to distributing
             them to the candidates.
        NB. Morning packets are Green. Afternoon packets are Orange
        Description
        Examination papers are printed in the following colours:

        LEAVING CERTIFICATE:
        Higher level:            Pink & White ellipsed cover with white inner pages
        Ordinary level:          Blue & White ellipsed cover with white inner pages
        Foundation level:        Peach & White ellipsed cover with white inner pages

        LEAVING CERTIFICATE APPLIED:
        Common Level:            Mocha & white ellipsed cover with white inner pages

        JUNIOR CYCLE:
        Higher Level:          Lilac & White ellipsed cover with white inner pages
        Ordinary Level:        Yellow & White ellipsed cover with white inner pages
        Foundation Level:      Green & White ellipsed cover with white inner pages
        Common Level:          White cover with white inner pages (CSPE only)
        Common Level:          Ochre & White ellipsed cover with white inner pages (Business Studies & Science only)
      Reminder to Candidates with regard to the colour of the examination paper covers
      Before each examination session, draw the attention of candidates to the notice which reminds
      candidates of the colour coding of the examination paper covers. Note: Junior Cycle Science and
      Business are a common level paper this year.

 3.     Special Centres
        Superintendents of special centres have been provided with a zipped pouch for the transmission of
        question papers and answerbooks from your centre to the special centre and for the return of
        answerbooks from the special centre to your centre.
        Special centres may have more than one candidate. You may be supplying more than one special centre
        from your centre. You should take extreme care to check all examination papers being provided to the
        superintendent(s) of the special centre(s) to ensure that you are supplying the correct paper(s). Take
        your time over this process, even if it means delaying the commencement of the exam in the main centre.
        It is the responsibility of the special Centre superintendent to have confirmed with the candidate or
        candidates the level(s) being taken prior to that superintendent going to the candidate(s) base Centre
        to obtain a question paper(s) however, you are also required to check in advance. The paper should
        then be inserted in the pouch before being transferred to the special centre by the special centre
        superintendent.

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You should give examination papers to superintendents of special centres before distributing
        examination papers to the candidates in your centre.
 4.     Distribute Answerbooks and Labels.
        (a)    Distribute the answerbooks in accordance with the Day to Day Instructions. In the case of LCA
               and subjects in the Leaving Certificate and Junior Cycle where the question paper also serves as
               an answerbook, no answerbooks should be distributed unless specified in the Day to Day
               Instructions.
        (b)    Junior Cycle Examination: Distribute the level labels in accordance with the level shown on your
               Centre Roll.
        (c)    Leaving Certificate: Distribute the labels in accordance with the level selected by the Candidate.
               The level labels are on perforated sheets; give each candidate the appropriate label together with
               its backing sheet. No labels are distributed for LCA examinations as they are common level
               papers.
        (d)    In examinations in which the question papers are the answerbooks no level labels are required.
        (e)    Instruct the candidates to stick the labels to their answerbooks.
        (f)    Instruct the candidates to enter their examination number and subject (including Paper 1 or Paper
               2) on their answerbook cover.
        (g)    Distribute the examination papers in accordance with the labels on the
               answerbooks. Ensure that each paper is correct for that examination.
        (h)    Online subjects (Leaving Certificate Chemistry, Biology and Physics)
               You have been provided with a special answerbook for the above subjects. Candidates should be
               instructed to complete the front cover by shading in the subject, Level and Language that they
               are answering through - see illustration




        Please inform Special Centre Superintendents that they must not return to the base centre until
        the examination session has finished in the base centre.

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